Does TaxDome Send Automatic Payment Reminders to Clients?

The returns go out, the invoices follow, and then comes the part nobody scheduled: three or four clients who meant to pay and quietly let it slip behind everything else in their inbox.

If you run your firm on TaxDome, you have probably wondered whether the software just handles this. Will it nudge a client about an unpaid invoice on its own, or is the follow-up still sitting on your desk? The answer is good news with a catch: the feature exists, but it is not on by default.

Here is exactly what TaxDome's automatic payment reminders do, how to switch them on for one invoice or for every invoice you send, who receives them, when they stop, and where the gaps still are.

The Short Answer: Yes, But You Have to Switch Them On

TaxDome does send automatic payment reminders. Reminders are follow-up emails the platform sends to a client who has not completed an action on a pending item, and an unpaid invoice counts as one, right alongside an unsigned proposal or an unsubmitted organizer.

The catch is that reminders are a per-item setting, not a global switch. When you create an invoice, there is a toggle for reminders on that invoice. If nobody flips it, no reminder goes out — the invoice sits there, marked overdue on your side, silent on the client's. Firms that assume reminders run across the board are usually the ones who discover months later that half their unpaid invoices never got a single nudge.

The fix is that you can set the behavior once on a template or a pipeline automation and have every invoice created from it inherit the schedule.

How the Reminders Actually Work

The sequence is simple once you see it laid out:

1. You send the invoice, manually or through a pipeline automation, with reminders turned on.
2. TaxDome sends the original notification with the payment call-to-action.
3. After the number of days you configured, if the client has not paid, a reminder email goes out.
4. Reminders continue at your cadence until the client pays, your reminder count is reached, or another stop condition applies.
5. When the client pays, reminders stop on their own and you get a completed-action notification in Inbox+.

Two settings drive all of it: how many days until the next reminder, and how many reminders in total. The defaults are conservative — roughly one reminder a few days after the original notification — which is why most firms change them.

The reminder email is a near-copy of the original, same payment button, flagged as a reminder. The matching to-do also jumps to the top of the client's list in the portal and mobile app, so the nudge lands in two places.

Three Places to Turn Reminders On

On a single invoice

When you create or edit an invoice, toggle on reminders to clients, set the days until the next reminder and the number of reminders, then save. Right for a one-off: a client you know is slow, an unusually large balance, a job you want closed before quarter end.

On invoices you already sent

You do not have to reissue anything. Filter your invoice list to unpaid, partially paid, and overdue, then edit the ones you want and toggle reminders on. The same view shows how many reminders have already gone out on each invoice.

On a template or pipeline automation

This is the one that saves real time. Configure the schedule on the template or on the pipeline automation that sends invoices, and every invoice created from it inherits the same rhythm. Set it once in your slow season and it runs through your busy one.

While you are in settings, check one related field. Under Settings, then Billing, the General subtab holds a days-before-marked-overdue value. That controls when an invoice flips to overdue in your list and when your own notifications fire. It is separate from the client-facing reminder schedule, and worth setting deliberately.

Who Receives the Reminder

Reminders go to clients only. Nobody on your staff gets one, so they are not a replacement for your own tracking.

On the client side, every contact linked to the account with notifications enabled receives the reminder — the same people who got the original invoice email. This matters more than it sounds. If the person who approves payment at a business client was never added as a notified contact, your reminders are landing with someone who cannot act on them, and no amount of cadence tuning will fix that.

Before you blame the settings for a slow-paying business client, open the account and confirm the right contact is on it. It is the most common reason follow-ups appear to be ignored.

Choosing a Cadence That Does Not Feel Like Nagging

Too sparse and the invoice keeps sliding. Too tight and a good client feels harassed over a balance they always intended to pay. For professional service work on standard terms, this pattern holds up well:

• First reminder about three days after the due date — early enough to catch an inbox miss, late enough that you are not chasing someone who is on schedule.
• Second about a week later, which is where most genuinely forgotten invoices get paid.
• Third around the two-week mark, and treat that as the handoff point.
• After the third, stop the automation and send a personal note or pick up the phone.

Capping the sequence is not politeness for its own sake. A client who has ignored three identical automated emails is telling you something a fourth will not solve — a budget problem, an approval bottleneck, a dispute nobody raised.

If you are unsure how long to wait before that first nudge, we broke the timing down in how long you should wait before sending an invoice reminder.

Where Built-In Reminders Stop Being Enough

The message is the same message

A TaxDome reminder is the original notification flagged as a reminder. That works fine for a first nudge. It does mean a client who ignored the first email receives something nearly identical the second and third time — no shift from a light touch to a more direct ask, no acknowledgment that this is the third message.

Reminders only cover invoices billed there

If your firm bills entirely inside TaxDome, this is a non-issue. If you have work invoiced elsewhere — a legacy accounting file, a side entity, a client you bill through another system — those invoices sit outside the reminder loop. Most firms find their follow-up gap is not in their main platform at all. It is in the corners.

The relationship layer is still yours

A long-standing client who suddenly goes quiet needs a different response than a new client who missed an email. Automation cannot tell them apart.

For a follow-up process that sits above whatever software you use, our follow-up playbook for accountants and bookkeepers covers the sequencing and the language for the messages you write yourself.

A 20-Minute Setup You Can Do This Week

1. Open Settings, then Billing, and set your days-before-marked-overdue value on purpose.
2. Check Account settings notification preferences so overdue invoices reach your Inbox+.
3. Open the invoice template or pipeline automation you use most and turn on reminders with a three-day first nudge and three reminders total.
4. Filter your current invoice list to unpaid, partially paid, and overdue, then bulk-edit to enable reminders on the ones still worth automating.
5. Confirm the person who approves payment is a notified contact on your biggest business accounts.
6. Book a recurring 15-minute block every other week to review anything that burned through its sequence.

That last step is the one people skip, and it is the one that keeps the system honest. Automation handles volume; the review catches the few situations that need you. Firms that want follow-up running across every tool they bill from sometimes add a dedicated reminder layer like DueDrop on top of their existing invoicing, so nudges vary in tone and cover invoices wherever they were issued.

Frequently Asked Questions

Does TaxDome send payment reminders automatically without me doing anything?

Not by default. The feature exists but is enabled per item. You toggle reminders on when creating or editing an invoice, or configure them once on a template or pipeline automation so every invoice sent that way inherits the schedule. An invoice with the toggle off will never generate a reminder, no matter how overdue it becomes.

How many reminders will TaxDome send, and how far apart?

Both are yours to set on the item: the days until the next reminder and the total number of reminders. The defaults are conservative, roughly one reminder a few days after the original notification, so most firms raise the count. Three reminders across about two weeks is a common pattern.

Can I turn on reminders for invoices I already sent?

Yes, and you do not need to reissue the invoice. Filter your invoice list to unpaid, partially paid, and overdue, then edit the ones you want and toggle reminders on. The list also shows how many reminders have already been sent for each one.

Who gets the reminder email?

Clients only, never your staff. Every contact linked to the client account with notifications enabled receives it — the same people who got the original invoice email. If the approver at a business client is not a notified contact, they will not see your reminders.

Do reminders stop once the client pays?

Yes. They stop automatically when the client completes the action, and you get a notification in Inbox+. They also stop when your configured reminder count is reached. Partially paid invoices still generate reminders for the remaining balance.

Key Takeaways

• TaxDome does send automatic payment reminders, but the setting is per item and off unless you turn it on.
• Configure reminders once on a template or pipeline automation so every invoice inherits the schedule.
• You can enable reminders on invoices you already sent by filtering the list and bulk-editing.
• Reminders reach only client contacts with notifications enabled — verify the approver is on the account.
• They stop on their own when the client pays or your configured count is reached.
• Cap the sequence around three messages over two weeks, then switch to a personal message.
• Invoices billed outside TaxDome sit outside the loop, which is where most follow-up gaps hide.

Source: TaxDome's documentation on how reminders work.